Preventive Maintenance Calendar
Run a 15-minute check every month, a systems pass every quarter, and the seasonal jobs like fall winterizing. The water heater then dies on your calendar, not mid-stay.
Everything breaks eventually, usually at 9pm on a Saturday with guests in the house
Everything in a rental property breaks eventually. The only question is whether it breaks on your schedule or at 9pm on a Saturday with guests in the house.
This calendar turns reactive scrambling into a routine: monthly quick checks, quarterly systems passes, and seasonal tasks (spring open-up, fall winterization), plus a filter-and-battery tracker so the easy stuff never slips.
Written by Eric, who founded a vacation rental company in 2004 and spent close to a decade deep cleaning rentals somebody else had already called clean.
What is inside: all 5 parts
This is the complete contents list, not a highlights reel. Every line below is a part of the file that is already written and already laid out. Print-ready as it stands. Print it, laminate it, or send the file to whoever does the work.
- Monthly 15-minute property check (the 12 things to look at every month)
- Quarterly systems checklist: HVAC, water, appliances, safety devices
- Seasonal task lists: spring, summer, fall, and winterization
- Filter, battery & bulb replacement tracker
- Annual deep-clean checklist to schedule between bookings
What it replaces
the work it removes- A blank document and every decision inside it. Somebody has to work out what belongs in each of those 5 parts, write the wording, and lay it out, 5 times over. That is the part already done.
- A generic small-business template with the word "property" pasted over it. It was written against one problem: Everything breaks eventually, usually at 9pm on a Saturday with guests in the house.
- Version chasing. If the file gets revised, the new one is a free re-download, not a second purchase.
- A subscription. It is a PDF file you keep. Nothing logs in, nothing syncs, and nothing stops working when a card expires.
When this one is not for you
said plainly- If what you want is software that runs itself, this isn't it and never claimed to be. It's a PDF file you print, post, and own. No app, nothing to log into.
- Already have a version of this written down, with a team that follows it? Keep it. Swapping a working system for a stranger's is a downgrade.
- The writing is done. Filling in your codes, your local numbers and your house rules is still on you.
- Judge it on this file. It is one of the 9 free ones for exactly that reason. If the writing is not good, do not spend anything on the other 26.
Free, and complete. There is no locked half of this file.
What it does not do is cover the rest of the job. The other 26 toolkits are the paid half of the library. That is $49 USD once, for all of them, nothing renewing. Read this one first: if it is not worth your time, none of the rest will be either. All 9 free files · what's in the pass.
Three more that sit next to this one
Same category first, meaning Cleaning & Turnovers, then the library's featured picks if the shelf runs short. Free ones download without an account; Pro ones come with the $49 USD All-Access Pass.
PDFFreeTurnover Cleaning Checklist
A room-by-room list your cleaner works from on a turnover, plus what to restock. When they're done they send you 10 photos.
WORDFreeProperty Photo Standard Sheet
Shoot each room once, staged the way you sell it, and paste the photos into this sheet. Your cleaner matches every turnover to it instead of guessing.
WORD ProCleaner Hiring & Management Kit
Find, vet, onboard, and keep a great turnover cleaner. Interview scripts, a trial-clean scorecard, and a backup plan.